How to enter vaccination details into Medical Director

Mental Health Consumer Engagement Framework MNCLHD 2014

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How to enter vaccination details

into Medical Director

This document is designed to assist staff when entering vaccination details into Medical Director

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Table of Contents

1 Introduction ................................................................................................................... 3

2 Opening the immunisation window in Medical Director .................................................. 3

3 Entering vaccines in the Medical Director National Immunisation Schedule ..................... 4

4 Enter the required fields to record the vaccination .......................................................... 5

5 Delayed vaccinations – Record by dose administered ...................................................... 7

6 Entering vaccines NOT LISTED within the Australian Standard Vaccination Schedule ........ 7

7 Why vaccines don’t transmit to PracSoft – to be transmitted to ACIR ............................. 10

8 Recording immunisation administered elsewhere or overseas ....................................... 11

9 Vaccines declined ......................................................................................................... 12

10 Travel vaccinations ....................................................................................................... 13

11 Trouble Shooting .......................................................................................................... 14

12 Appendices................................................................................................................... 15

How to enter vaccination details into Medical Director – November 2015

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1 Introduction This document was developed by the North Coast Public Health Unit in conjunction with North Coast

Primary Health Network and has been compiled to assist General Practice staff to manage

vaccination records in Medical Director.

It is intended as a guide for practice staff to make the data sent to ACIR more accurate. Along with a

step by step guide, there is also some other useful resources included.

Thank you to Rachelle Deaker who was responsible for the coordination of the project along with

the compiling of the guides for practice staff.

nt is designed to assist staff when entering vaccination details into Best Practice

2 Opening the immunisation window in Medical Director (MD) Immunisations are recorded in the Immunisation window of MD, showing the Australian Standard

Vaccination Schedule. This window can be opened two ways.

1. In the patients file, select the ‘imm’ (immunisation) tab (highlighted by the red circle in

screenshot 1). This will display the history of vaccines recorded at the practice. Whilst on the

immunisation page, select the red plus sign + (top left corner, screenshot 1) to open the MD

National Immunisation schedule window (screenshot 3).

Screenshot 1 - opening immunisation history-select add vaccine

2. Alternatively, if the child is overdue for vaccinations, MD will automatically prompt the user when

the Childs file is opened, that the child is overdue for vaccination and ask if you wish to update

immunisation record now (screenshot 2).

Selecting “yes” will open the MD National Immunisation schedule window (screenshot 3). NOTE: This

will only display vaccines in the National Immunisation Schedule and may not be a full list of vaccines

administered, especially if they are given outside the National Immunisation Schedule or entered in

other vaccines e.g. flu or travel, or privately purchased vaccines (MenB) (screenshot 1). To view

vaccines administered to person, the “Imm” file needs to open as instruction 1 above.


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Screenshot 2- child overdue-update immunisation prompt

3 Entering vaccines in the Medical Director National Immunisation

Schedule

The National Immunisation Program Schedule is displayed in MD after you select add or update

vaccines as in Step 1 above.

Screenshot 3 - the MD National Immunisation Program Schedule, selecting combination vaccines

Vaccines are recorded by selecting the vaccines administered as appropriate for the age schedule of

the child or in delayed or catch-up vaccination schedule, by the dose that is administrated (See

below Important notes on dose below).

Combination vaccines (e.g. Infanrix-Hexa) are displayed by selecting the green plus sign (+) within

the combo column (screenshot 3). Vaccine options will vary depending which age schedule the

green plus sign was selected (screenshot 4).


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Combination vaccines should be entered first as it will automatically fill the boxes of antigens within

the combination vaccine. Other combination vaccines can be selected by selecting the box under the

antigen given.

Vaccines or appropriate dose not listed in the National Immunisation Schedule can be entered under

‘another type of vaccine’ explained later.

Screenshot 4 - selecting combination vaccines, immunisation recording fields

4 Enter the required fields to record the vaccination

Screenshots 4, 7a,7b, and 9.

Vaccine given elsewhere: select this when updating patients files with vaccines given elswhere e.g.

overseas, hospital, other immunisation provider. If this is selected the information will NOT transmit

to ACIR (screenshot 10).

Vaccinator: has to be the billing provider i.e. the GP, AMS, practice registered at ACIR. Vaccinator

does not refer to the person administrating the vaccine. Practices Nurses should not enter their own

name here as this will not be accepted by ACIR. Names entered here that do not have a billing

number will result in the immunisation information NOT being recorded at ACIR.

Consent: the person consenting on behalf of the child.


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Date: The date is automatically placed in the field with either the current date OR the date vaccine

was recommended. If the child is due for the vaccination, the current date will be autofilled. If the

child is delayed or your entering a history of vaccination, the date field is often filled by the date the

vaccination was recommended NOT current date. PLEASE CHECK that date is the correct date

required for recording vaccine given. This will have to be checked for each vaccine.

Batch number: enter batch number with only alpha numeric characters. No spaces, no punctuation

marks should be entered as this will cause vaccine to be rejected at ACIR. Batch number can be

stored for future entry of the same vaccine by selecting store batch number. PLEASE CHECK batch

number is correct.

Vaccine: Select brand name.

Site: select site and method (SC or MI) in which vaccine was administered.

Dose: The dose number will automatically be recorded as to the age scheldule vaccination is

recorded under eg 2 months is Dose 1, 4 months is dose 2, 12 months dose one MMR, 18 months

Dose 2 MMR. NOTE: if child’s vaccination is delayed or they are on a catch-up schedule, the vaccine

needs to recorded as the vaccine dose being admistered not age e.g. a child receiving their first

vaccines at 6 months will need to have their vaccines entered under 2 months NOT 6 months as their

are receiving their first dose of vaccines. Entering the vaccines under 6 months in MD will be

recorded as dose 3 and electronically notified as such to ACIR. ACIR will assume the child has

received dose 1 and dose 2 and therefore up to date with vaccination.

Comment: Any relevant comment can be entered e.g. child on catch-up schedule, previous vaccines

given overseas.

Dollar Sign: Vaccines not funded under the selected age schedule are indicated by a dollar sign ($).

This is only recommended as a guide. NOTE: This is not always accurate e.g.Infanrix –Hexa is the

recommeded vaccine at 2 mths, Infanrix-IPV is also funded but appears with a dollar sign (not

funded) in the 2 months age scedule as it’s not the recommended vaccine for this age schedule (see

screenshot 4). To view vaccine currently funded check NSW Health web site. Vaccines supplied BY

NSW state vaccine centre are considered available for catch up or as selected vaccines to all children

up to the age of 10 http://www.health.nsw.gov.au/immunisation/pages/default.aspx

http://www.health.nsw.gov.au/immunisation/pages/default.aspx


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5 Delayed vaccinations – Record by dose administered If a child’s vaccination is delayed or they are on a catch-up schedule, these vaccinations should be

entered as per dose given and not by age, e.g. a child 6 months of age receiving their first dose of

vaccinations, should be still entered at 2 months so that the vaccination encounter transmits to ACIR

as dose 1 and NOT under their age of 6 months as this will result in dose 3 being recorded and

transmitted. If the encounter is recorded at current age of 6 months (dose 3), ACIR will consider that

the child has received the other 2 doses and the child will not appear to require further vaccinations

i.e. they will be considered up to date.

Recording delayed vaccinations in the MD National Immunisation Schedule sometimes are not

transferred to ACIR. If the vaccination isn’t recorded against the current age, it may not be

transmitted to ACIR (see ‘why vaccines don’t transmit to practsoft to transmit to ACIR page). You

may need to check if this information is electronically transferred to ACIR.

Delayed vaccinations entered into MD via the “enter another type of vaccination” (screenshot 5)

maybe displayed in the MD National Immunisation Schedule depending on the circumstance, e.g. A

six month old child receiving 1st dose on infanrix-hexa entered in MD via ‘enter another type of

vaccination’ will have the 2 month infanrix-hexa marked as given in the MD National Immunisation

Schedule. Recording the vaccination this way appears to transmitt to ACIR. You need to check that

this information is electronically transferred to ACIR.

Catch – up Doses tab: Selecting this tab takes you to the catch-up section of the Immunisation

handbook and a link to the SA immunisation catch-up schedule web site.

6 Entering vaccines NOT LISTED within the Australian Standard

Vaccination Schedule Occasionally vaccines are administered that are not listed or provided by the National Immunisation

Program. These might include flu vaccines, catch-up vaccinations, vaccines not provided on the

National immunisation Program, travel vaccinations, or extra doses of vaccines. It can also occur

when you are updating a person’s vaccine history where vaccinations were given overseas.

Where possible enter the vaccine within the MD immunisation schedule window. If the vaccine is

not within the MD immunisation schedule window, or the correct dose can’t be recorded, the

vaccination will need to be entered via the tab ‘Enter another type of vaccination’ located at the

bottom left of the immunisation MD National Immunisation window (screenshot 5).

NOTE: entering vaccinations in the ‘Enter another type of vaccination’ usually results in vaccination

only being displayed in the patients’ immunisation history page. It may not appear in MD National

Immunisation window.

Selecting tab ‘Enter another type of vaccination’ will display a vaccination window.


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Screenshot 5 - enter another type of vaccine

Screenshot 6 - enter another vaccine, vaccination window, vaccine drop down list


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To record information: (Screenshot 7 and 8).

If you are updating child vaccine history and vaccine was given elsewhere, select the vaccine given

elsewhere box. If ‘given elsewhere’ is selected the information will not be electronically transferred

to ACIR.

Select vaccinator (billing Provider, usually GP provider or AMS provider registered at ACIR).

Vaccinator does not refer to the person administrating the vaccine. NOTE screenshot 7 is an example

of where the administrator has been selected as the vaccinator NOT a Billing Provider. This

vaccination will not be transmitted to ACIR. Check that the date is correct.

To record the vaccine, use the drop down bar for vaccine type and select brand name if available.

Vaccines listed in the drop down have a code attached for electronic transmission to ACIR. If vaccine

brand is not available it can be free typed. Free typing the vaccine will not transmit to ACIR as there

will be no vaccine code attached for ACIR. This vaccine will have to be manually notified to ACIR.

Select the site the vaccine was administered.

Select ‘sequence” which indicates dose number. ACIR requires a dose number for the vaccination.

If vaccine brand is not available generic antigen may be selected. This is used when updating vaccine

information where vaccines are given elsewhere and the brand of vaccine may not be known.

NOTE: Recording vaccines in this section may not record vaccine components (antigens) as given

within the MD Immunisation schedule window.

NOTE: recording DTPa vaccination administered at 18 months. Can be recorded here as dose 4.

Screenshot 7 a – recording other vaccine,

selecting vaccine, sequence

Screenshot 7b.


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7 Why vaccines don’t transmit to PracSoft – to be transmitted to

ACIR

Vaccines entered in the immunisation window, but not in the age schedule current for the child

as indicated by the red arrow in MDs National Immunisation schedule will not transmit to ACIR

(screenshot 9).

‘Vaccine given elsewhere’ is selected.

Vaccinator is not recorded as a billing provider.

Some vaccines recorded under the section ‘enter another type of vaccination’.

1. In MDs National Immunisation program schedule, a red arrow indicates the recommended

vaccines for the child current age (screenshot 9). Only vaccines in line with MDs red arrow are

transmitted to PracSoft to be transmitted to ACIR. Vaccines entered in other age schedules, not

indicated by the red arrow will NOT transmit to PracSoft to transmit to ACIR. This occurs when

child vaccination is delayed.

Screenshot 8 - recommended vaccines according to child age

2. ‘vaccine given elsewhere’ selected will not transmit to ACIR. Users would use this section when

there is evidence of vaccinations given by another immunisation provider in Australia or Overseas

(screen shot 10).Vaccines given elsewhere in Australia should have been notified to ACIR by the

immunidsation provider that administrated the vaccine. Vaccines given overseas need to be

notied to ACIR via the ACIR immunisation history form or via ACIR online.

3. Vaccinator: has to be the billing provider i.e. the GP, AMS, practice registered at ACIR. Vaccinator

does not refer to the person administrating the vaccine. Practices Nurses should not enter their

own name here as this will not be accepted by ACIR. Names entered here that do not have a

billing number will result in the immunisation information NOT being recorded at ACIR.

Screenshot 7 shows administrater is selected as the vaccinator, this will not transmit to ACIR.


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4. Enter another type of vaccination. Vaccines in the drop down list of the enter another type of

vaccination will be accepted by ACIR as they will have acode attached to them. If the vaccine does

not appear in the drop down list and is free type , this information will not ransmit to ACIR as

there will no vaccine code for ACIr. This occurs when new vaccines are available and the MD

software is updated to include new vaccine. Update MD software as soon as updates ae

available.

8 Recording immunisation administered elsewhere or overseas

Vaccinations previously given elsewhere, can be recording into the patients file by selecting ‘given

elsewhere’. Vaccinations will NOT be transmitted to ACIR if ‘given elsewhere’ is selected.

Vaccinations given within Australia should have been notified to ACIR by previous immunisation

provider.

Vaccines given overseas will need to be notified to ACIR via the ACIR Immunisation history form, via

ACIR online (if child is registered).

A child without a Medicare card can be set up on ACIR and have vaccinations recorded. Phone ACIR

to set up a child without a Medicare Card. You will require the child’s name, date of birth, address,

and gender.

Screenshot 9 - vaccines given elsewhere


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9 Vaccines declined

Vaccines that are declined by parent or adults can be recorded in MD by selecting ‘vaccine declined’

in the immunisation window. You can provide a comment as to reason, e.g. “parent refused, may

consider when child is older”. It can also be selected for adult vaccination, e.g. flu vaccine. A red

cross will be recorded in the age schedule.

Recording vaccines declined indicates that you have offered the vaccination. It can be changed later

if the vaccine is given (screenshots 11a and b).

Screenshot 10a - vaccines declined

Screenshot 10b - vaccines declined as it appears in MD National Immunisation Schedule


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10 Travel vaccinations

A travel recommendation section is available by selecting the aeroplane icon in the patients file.

Once open you can select a country and it will provide advice including vaccinations recommended.

Select a leaving date and at the bottom of the advice it will give you a schedule for recommended

vaccinations to obtain the best protection (screen shot 12).

Screenshot 11a - travel vaccination

Screen shot 11b - travel vaccination fields


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11 Trouble Shooting

When vaccines are recorded in MD to be sent to ACIR via Prac Soft they must have:

The ‘Vaccinator’ field of recording immunisation referring to the Billing provider. The

vaccinator is the immunisation provider (usually GP provider number, AMS provider number,

or practice provider number) that is registered with ACIR. The practice nurse’s name (not

registered with ACIR) will not be accepted by ACIR as a provider.

Correct Date that vaccine was administrated: The date automatically placed in MD can vary

between current date and date of recommended administration of vaccine. Each vaccine

entered into MD needs to have date checked and changed if necessary.

Correct batch number. Batch numbers must not have spaces or punctuation marks (-)

A vaccine code. MD vaccines that are provided in immunisation window or drop down bars

have a code attached to them. Vaccines names that are free typed into ‘enter other vaccines

here’ will not have a code attached.

A vaccine dose. MD vaccines in the immunisation schedule window have a dose attached to

them as to what dose is recommended at that age schedule. Vaccines entered in ‘enter other

vaccines here’ will require a sequence number ( dose number)

A Medicare number allocated to the person. A child can have vaccine history recorded at ACIR

without a Medicare card, but you will have to phone ACIR and give the child’s details to create

a file at ACIR. This may be required for the child to have an ACIR vaccine history for child care.

Childs name, date of birth and address

Vaccines that won’t be sent to ACIR if:

They are entered in the immunisation window, but not in the age schedule indicated by the

red arrow (screen shot 9).

Vaccines recorded under the section ‘vaccines given elsewhere’ (screen shot 10). If these

vaccines were administered elsewhere in Australia, the previous provider should have notified

ACIR. Vaccines given overseas will have to notified to ACIR via Immunisation history form or

ACIR online.

Vaccines recorded by free typing name in the ‘enter other vaccines here’ in the MD

Immunisation section (screen shot 6).


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12 Appendices

Appendix 1 - Location of screen shots

Screenshot 1 - opening immunisation history-select add vaccine p3

Screenshot 2 - child overdue-update immunisation prompt p4

Screenshot 3 - the MD National Immunisation Program Schedule, selecting combination vaccines p4

Screenshot 4 - selecting combination vaccines, immunisation recording fields p5

Screenshot 5 - enter another type of vaccine p8

Screenshot 6 - enter another vaccine, vaccination window, vaccine drop down list p8

Screenshot 7a & b - recording other vaccine, selecting vaccine, sequence p9

Screenshot 8 - recommended vaccines according to child age p10

Screenshot 9 - vaccines given elsewhere p11

Screenshot 10a - vaccines declined p12

Screenshot 10b - vaccines declined as it appears in MD National Immunisation Schedule p12

Screenshot 11a - travel vaccination p13

Screenshot 11b - travel vaccination fields p13

How to enter vaccination details into Medical Director

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